Structured Documentation Framework for Quality and OHS Management

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 SWOT Analysis 
 PEST (Political,
Clause 4.1
Economic, Social
Understanding
and Technological)
the organisation
Analysis
and its context
(IMS)  Organisational
Context section in
the Quality Manual
 Stakeholder 
Register (It should
Clause 4.2 define the needs
Understanding and expectations of
the needs and stakeholders)
expectations of  Stakeholder
interested Engagement
parties (IMS) Records (Meeting
minutes, reports)
Clause 4  Annual Report
Context of  Products and 
the services of the
organisation.
organisation
 Locations in which
the products are
manufactured, or
Clause 4.3
the services carried
Determining the
out
scope of the IMS
 Exclusions with
(IMS)
justifications.
 Scope of the IMS
should be
maintained as
documented
information.
Clause 4.4 
Integrated
 IMS documentation
management
system and its
processes (IMS)
Clause 5 5.1 Leadership 5.1.1 General  Record of 
and commitment (QMS and OHS) CEO/MD/GM/BoD
Leadership promoting QMS,
e.g.
- ppt
- Emails
- Bulletins
- Portal
 MR Minutes /
Reports
 Interviewed
CEO/MD/GM
describing
commitment.
 Quality and OHS
Policy
 Quality and OHS
Objectives
 Business Plan to
demonstrate risk-
based thinking.
 Position
Description –

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CEO/MD/GM
 Organisational
chart, reporting
structure and
communication
plan.
 Interview 
CEO/MD/GM
describing
commitment.
 Definition of a
customer will also
help an
organisation to
focus on their
5.1.2Customer needs and
Focus (QMS) expectations.
 Customer
satisfaction survey
& actions
 Customer feedback
procedure
 Sales Procedure
 Request for Quote
Template
 MRM Minutes
5.2 Quality and  Staff Induction 
OHS policy. Records
 Intranet / Website
5.2.1
 Management
Establishing the
Review Meeting
Quality and OHS
Minutes / Report
Policy
 Interview Staff
 Displayed Quality
and OHS Policy
5.2.2  Quality and OHS 
Communicating policy displayed on
the Quality and noticeboards,
OHS Policy screensavers,
organisation
website.
 Staff Induction
Records
 Intranet / Website
 Management
Review Meeting
Minutes / Report
 Interviewed Staff
 Contractor
induction packs.
 Application of
quality policy
should be verified
through the
organisation’s
processes.
 Recruitment packs
 Induction packs
 Supplier / partner
evaluations
 Supplier / partner

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contracts
 Notice boards on
site
 Electronic
noticeboards /
intranet site
 Annual staff
appraisals
 Job Descriptions 
 SOPs
 Organisation chart
 Procedures
5.3
 Manuals
Organizational
roles,  Reports generated
Responsibilities, by the duty
and authorities holders.
(IMS)  Authority and
approval matrix
 Communication
plan and reporting
matrix
 Procedure for 
Consultation and
Participation of
Workers
 Health and Safety
Committee (HSC)
5.4 Consultation minutes of
and participation meetings
of workers  HSC Meeting
(OHS) Schedule
 OHS Notice Board
displaying names
of HSRs.
 Copies of training
certificates of
HSRs
Clause 6 6.1 Actions to  Risks and 
address risks & Opportunities
Planning opportunities Register
(IMS)  Hazard
Identification Risk
Assessment and
Control Procedure
 Risk Matrix
 Safe Work Method
Statements
(SWMSs)
 Action plan
Register
 Risk management
procedure
 Workplace
inspection
schedule
 Legal register
 Meeting minutes
- Strategy
meetings
- Management
reviews

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- R&D Meetings
- Production
meetings
- Business
plans
 Quality and OHS 
objectives
Statement or
register.
 Balanced score
cards.
 Business Plan that
includes quality
6.2 Objectives objectives.
(IMS)  Dashboards on the
company intranet.
 OH&S Meeting
minutes.
 Incident
investigation
reports
 Management
review minutes
 Change 
management plan
– which addresses
Standard
requirements (a) to
(d)
 Project
6.3 Planning for management plan
changes (QMS)
 Risk Assessments
 Interview of staff
which
demonstrates
implementation of
mitigation
measures.
Clause 7 7.1 Resources 7.1.1 General  Business plan 
(IMS)  Management
Support review meeting
minutes
 Management
review reports
 Project start-up
meeting minutes
 Project review
reports
 Resources
schedule
 Training needs
schedule and plans
 Organisation charts
and position
descriptions
 Tender review
checklists,
agendas and
minutes

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 OHS Budget
 Dedicated OHS
Professional
 PD for current
position in the
organisation with
dedicated time to
manage OH&SMS
 Business Plan 
 Management
7.1.2 People review meeting
 Recruitment
process
 Maintenance 
schedule
 Maintenance
records
 Records of periodic
inspections of
facilities &
7.1.3
equipment
Infrastructure
 Housekeeping
inspection reports
 Work desk
infrastructure
including the
logins, accounts
etc.,
 Maintenance 
schedule
 Maintenance
records
 Records of periodic
inspections of
7.1.4
facilities &
Environment for
equipment
the operation of
processes  Housekeeping
inspection reports
 Work desk
infrastructure
including the
logins, accounts
etc.,
 Calibration 
schedule
 Maintenance
schedule and
7.1.5 Monitoring
records
and measuring
 Calibration
resources
certificates
 Stickers on
measuring
equipment
7.1.6  Mentoring program 
Organizational records
Knowledge  Buddy system
records
 coupled with
training records
 On-the-job training

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records
 Training Needs 
Analysis (TNA)
 Training Matrix
 Competency Matrix
 Competency
Assessments
 Verification of
Competency
(VOCs)
 Licences
7.2 Competence
 Tickets
(IMS)
 Certificates
 Training Action
Plan
 Training
Attendance Sheets
and evaluation
forms
 Resumes
 Performance
Reviews
 Induction 
7.3 Awareness  E-learning
(IMS)  Specialist training
 Job Descriptions
 Staff meeting 
minutes.
 Prestart meeting
noticeboards
 Bulletins
 Intranet
 Website
7.4
 Noticeboards
Communication
 E-learning
(IMS)
 Induction
 Specialist training
 All staff email.
 Quality and OHS
report
 Employee
suggestion
 Electronic systems 
with read-only
access
 Privacy Policy
7.5.1 General  Password
7.5.2 Creating protected systems
7.5 Documented and Updating  Data back-up
information 7.5.3 Control of records
(IMS) documented  Version controlled
information procedures,
manuals, plans and
specifications.
 Records Register
 Documents
Register
Clause 8 8.1 Operational  Inspection and 
Planning and Test Plans / Key
Operation control (IMS ) Task Plans

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 Procedure / work
instructions
 Project
management
related documents
 Resource planner
 Maintenance
programs
 Equipment service
records
 Quality assurance
and control plans.
 Work instructions
 Checklists
 Meeting minutes 
 Customer surveys
 Emails
 Request for Quote
 Records of
meeting with
customers, e.g., o
Minutes
 Emails from
8.2.1 Customer customer
Communication  Application review
records, e.g.,
Meeting minutes of
emails
 Procedure
descripting the
above
requirements
 Induction material
8.2  Induction records
Requirements 8.2.2  Sales records 
for products and Determining the  Request for Quotes
services (QMS) requirements for  Legal registers
Product and  Stakeholder
services register.
 Request for Quotes 
(RFQs) with
records of review
 Agreements
8.2.3 Review the  Contracts
requirements for  Emails
products and  Feasibility analysis
services  Request for Quote
 Application review
records, e.g.
 Meeting minutes of
Emails
 R&D Meeting 
8.2.4 Changes to minutes
requirements for
 Emails
products and
 Contract variation
services
 Amended order
8.3 Design and 8.3.1 General  Shop Drawings 
development of 8.3.2 Design and  R&D Meetings
product and Development Minutes
services (QMS) planning  Product

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Requirements
Documents (PRDs)
 Prototype test
8.3.3 Design and reports
development  Product Data
inputs Sheets
8.3.4 Design and
 Product Brochures
Development
 Product Operating
controls
Manuals
8.3.5 Design and
development  Product
Outputs Maintenance
8.3.6 Design and Manual
Development  FMEA
changes  Design risk
assessment and
analysis

 Supplier evaluation 
reports
 Supplier audit
8.4.1 General reports
8.4 Control of
8.4.2 Type and  Purchase Orders
externally
extent of control (POs)
provided
8.4.3 Information  Approved Supplier
processes,
of external List
products and
providers  Supplier Approval
services (QMS)
Forms
 Incoming goods
inspection reports
 Test reports
8.5 Production  Service provision 
and Service records, e.g.,
Provision (QMS) consulting
provision: audit
reports, client visit
8.5.1 Control of reports,
Production and timesheets.
service provision
 Daily diary, daily
reports,
 Production records
 Inspection records
 Test reports
 Bin allocation 
 Service records
8.5.2
 Job numbers
Identification and
Traceability  Job cards,
travellers
 Customer cards
8.5.3 Property  Specific location or 
belonging to file to store
customer or customer’s IP
external provider  Password
s protected computer
files.
 Procedure
requiring customer
specifications.
 Contract
/agreement that
specifies what
happens if a

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customer property
is lost.
 Product samples,
prototypes.
 Inspection of stores 
(e.g., temperature
controlled, clean)
 Housekeeping
inspection records
 Packaged goods
8.5.4  Training records for
Preservation storage handling
 Expiry dates for
foods
 Temperature
controls
 Pest control
records
 Warranty policy 
 Website – specifies
replacement parts
policy.
8.5.5 Post-
 Contracts /
Delivery
activities Agreements with
clients
 Take-back policy
on company
website
 Contract variation 
8.5.6 Control of
 Emails
changes
 Revised order
 Final inspection 
report signed by an
authorised person
 Testing reports
 Technical review of
reports
8.6 Release of
 Delivery
product and
instructions,
services (QMS)
criteria.
 Packing
instructions
 Export inspections
 Container records
 Dispatch records
 Nonconformity 
reports
8.7 Control of  Nonconformity
nonconforming Register
outputs (QMS)  Corrective Action
Register.

8.1 Operational 8.1.2 Eliminating  Safe Work Method 

planning and hazards and Statement (SWMS)
control (OHS) reducing OH&S  Project risk
risks assessment
 Safe work
procedure
 Permit to work
record.

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 Plant and
equipment
maintenance
record
 Signs/ labels
 Observed controls
during site
inspection
 
8.1.3  Procedure for
Management Change
change Management

8.1.4  Purchasing and 
Procurement contractor policy
 Emergency 
preparedness and
8.2 Emergency response process
Preparedness  Plans for
and response responding to
(OHS) potential
emergency
situations
Clause 9 9.1 Monitoring,  Statistics and 
measurement, reports
Performance analysis and  Quality and OHS
Evaluation evaluation report
 Maintenance,
calibration or
9.1.1 General verification of
(IMS) monitoring
equipment
 Management
review meeting
minutes
 Management
review report
 Customer 
satisfaction
9.1.2 Customer statistics
Satisfaction  Customer feedback
(QMS) survey
 Customer
complaints.
 OHS Legal 
Clause 9.1.2 – Register with
Evaluation of results compliance
compliance evaluation.
(OHS)  Compliance Audit
Report
9.1.3 Analysis  Quality reports 
and Evaluation  Balanced
(QMS) scorecards
 Dashboards
 Product quality
statistics (e.g.,
yield, scrap,
reword, on-time
delivery)
 Customer
satisfaction

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statistics
 Projects progress
reports
 Supplier
performance
reports (# of rejects
 Documented 
procedure
 Audit programme
schedule
9.2 Internal  Audit reports
Audit  Nonconformity
reports
 Follow up records.
 Corrective action
logs.
 Management 
review meeting
9.3 Management
minutes
Review
 Management
review report.
 Objectives and 
Targets
 Quality
Clause 10 Improvement
Improvement Projects – Project
Plans
 Management
review meeting
minutes
10.1 General
 Procedure for
Incident
Investigation
 Action Plan
Register
 Updated
procedures,
manuals, SOPs &
WIs
 Objectives and 
Targets
 Quality
Improvement
Projects – Project
Plans
 Management
review meeting
10.2 Incident,
minutes
Nonconformity
 Action Plan
and corrective
Register
action(IMS
 Updated
procedures,
manuals, SOPs &
Wis
 Incident report
 Issue and Action
Register

10.3 Continual  Documented 

Improvement objectives set.
(IMS)  Planning (plans,

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budgetary
allocations, and
resource provision)
 Data analysis
reports
 Corrective action
records
 Management
review records
 Action plans
 Quality circles
 Suggestion
schemes
 -Risk Register

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